Privacy Policy
About this policy
Exallot Limited (“Exallot”, “we”, “us”) respects your privacy and is committed to protecting your personal data. This policy explains what personal data we collect when you use www.exallot.co.uk, contact us or do business with us, how we use it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Exallot Limited is the data controller for your personal data.
- Company: Exallot Limited, registered in England and Wales
- Address: Patent Drive, Moorcroft Park, Wednesbury, West Midlands WS10 7XD
- Email: info@exallot.co.uk
- Telephone: 0121 506 7330
Information we collect
We collect personal data in three ways: what you give us, what we collect automatically, and what we receive from others.
Information you give us
- Enquiries: your name, email address, subject and message when you use our contact form, email or call us.
- Client portal: your name, company, job title, email address and login details if you register for access to technical drawings, installation instructions and certifications.
- Quotations and orders: contact details, company name, delivery and site addresses, project details and billing information needed to quote, supply and invoice.
- Recruitment: your CV and contact details if you apply for a job with us.
Information collected automatically
- Technical data: IP address, browser type and version, device type, operating system and time zone settings.
- Usage data: pages visited, time spent on pages, and how you reached our site.
This is collected through cookies and similar technologies (see Cookies below).
Information from third parties
- Contact details passed to us by architects, contractors, merchants or other partners involved in a project.
- Publicly available business information, such as Companies House records or company websites.
How we use your information
We only use your personal data where the law allows us to. The table below sets out each purpose and its lawful basis under the UK GDPR.
|
Purpose |
Lawful basis |
|---|---|
|
Responding to enquiries and providing quotations |
Legitimate interests (responding to business enquiries); steps before entering a contract |
|
Supplying products, managing orders, delivery and invoicing |
Performance of a contract |
|
Providing client portal access and technical documents |
Performance of a contract; legitimate interests |
|
Keeping accounting, tax and product records |
Legal obligation |
|
Sending updates about our products, services and industry news to business contacts |
Legitimate interests; consent where required by law |
|
Running, securing and improving our website |
Legitimate interests |
|
Analytics and non-essential cookies |
Consent |
|
Assessing job applications |
Steps before entering a contract; legitimate interests |
Marketing: you can opt out of marketing emails at any time by using the unsubscribe link in any email or by contacting us at info@exallot.co.uk. We will never sell your personal data.
Automated decisions: we do not make decisions about you based solely on automated processing.
Cookies
Cookies are small text files placed on your device when you visit a website. We use essential cookies to make our site work, and only use other cookies if you agree to them through our cookie banner.
|
Type |
What it does |
Example |
|---|---|---|
|
Essential |
Makes the site and client portal work, such as keeping you logged in and remembering your cookie choices |
WordPress session and login cookies |
|
Analytics |
Helps us understand how visitors use the site so we can improve it |
[Google Analytics – confirm if used] |
|
Third-party content |
Set by embedded services when you view their content |
Google Maps on our contact page |
You can change your cookie preferences at any time through [the cookie settings link in the footer], or by adjusting your browser settings. Blocking essential cookies may stop parts of the site, such as the client portal, from working.
Our site links to our social media pages (LinkedIn, Facebook, Instagram and X/Twitter). Those platforms have their own privacy policies, and we are not responsible for how they handle your data.
Who we share your information with
We only share your personal data where needed to run our business, and only with organisations bound to keep it secure and use it for the purposes we set. These include:
- Service providers: website hosting and maintenance, IT and email providers, CRM and accounting software.
- Delivery partners: hauliers and couriers who need site or delivery details.
- Project partners: contractors, installers or merchants involved in your project, where you would expect us to share.
- Professional advisers: accountants, auditors, insurers and legal advisers.
- Authorities: HMRC, regulators, the police or courts where we are legally required to.
If Exallot is sold or restructured, your data may transfer to the new owner, who would remain bound by this policy.
International transfers
Some of our service providers may store or process data outside the UK. Where this happens, we make sure appropriate safeguards are in place. These include UK adequacy regulations, the International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses.
How long we keep your information
We keep personal data only as long as we need it for the purpose it was collected, including any legal, accounting or reporting requirements.
|
Data |
Typical retention |
|---|---|
|
Enquiries that do not lead to business |
Up to 2 years from last contact |
|
Customer, order and invoice records |
6 years after the end of the financial year (HMRC requirement) |
|
Product, project and warranty records |
For the life of the warranty or product liability period, up to [10] years |
|
Client portal accounts |
While the account is active, plus 12 months |
|
Marketing contacts |
Until you unsubscribe or 2 years without engagement |
|
Unsuccessful job applications |
6 months |
How we keep your information secure
We use appropriate technical and organisational measures to protect your data against loss, misuse and unauthorised access. These include secure (HTTPS) connections, access controls, password-protected systems and staff confidentiality. No internet transmission is completely secure, but we will notify you and the ICO of any breach where we are legally required to.
Your rights
Under the UK GDPR you have the right to:
- Access a copy of the personal data we hold about you.
- Rectification of data that is inaccurate or incomplete.
- Erasure of your data where there is no good reason for us to keep it.
- Restrict how we use your data in certain circumstances.
- Object to processing based on legitimate interests, including direct marketing.
- Data portability, receiving data you gave us in a commonly used format.
- Withdraw consent at any time, where we rely on consent.
To exercise any of these rights, email info@exallot.co.uk or write to us at the address above. There is normally no charge, and we will respond within one month. We may ask you to confirm your identity first.
Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.
Last updated: [date]
Contact and complaints
If you have any questions or concerns about how we use your data, please contact us first at info@exallot.co.uk or on 0121 506 7330.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.